To facilitate responses to individual requests for information; to document actions taken in subsequent requests (including correction and amendment actions), appeals, or litigation; to provide a basis for reports and implementing directives.

Routine uses of records maintained in the system, including categories of users and the purposes of such uses:

In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act, these records or information contained therein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows: The 'Blanket Routine Uses' published at the beginning of DSS' compilation of record system notices apply to this system.

Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:

Storage:

Paper records are maintained in file folders, backup copies exist on diskettes or other machine-readable media.

Retrievability:

Information is retrieved by the name of the subject of the request.

Safeguards:

Records are maintained in security containers and only authorized personnel are permitted access.

Retention and disposal:

Records are destroyed two years after date of reply EXCEPT when access to all or any part of the requested information has been denied, destruction occurs 5 years after date of reply; when subsequent administrative action has occurred under the governing act, all originals and copies shall be destroyed 4 years after final denial by the agency or 3 years after final adjudication by the courts, whichever is later. Destruction of paper records is accomplished by shredding or burning. Machine readable media are erased or overwritten.

Individuals seeking to determine if information about themselves is contained in this system should address written inquiries to the Defense Security Service, Office of FOI and Privacy, 27130 Telegraph Rd., Quantico, VA 22134 for Freedom of Information request records and the Defense Security Service, Privacy Act Branch, P.O. Box 46060, Baltimore, MD 21240-6060 for Privacy Act records.

Record access procedures:

Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the Defense Security Service, P.O. Box 46060 Baltimore, MD 21240-6060.

A request for information must contain the full name of the subject individual.

Personal visits will require a valid driver's license or other picture identification and are limited to the Privacy Act Branch, 881 Elkridge Landing Road, Building 10, Linthicum, MD 21090-2902.

Information in this system is obtained from requesters, from other federal agencies with collateral interest in a request, and from records which were the subject of requests.

Exemptions claimed for the system:

Investigatory material compiled for law enforcement purposes may be exempt pursuant to 5 U.S.C. 552a(k)(2). However, if an individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or for which he would otherwise be eligible, as a result of the maintenance of such information, the individual will be provided access to such information except to the extent that disclosure would reveal the identity of a confidential source.

Records maintained in connection with providing protective services to the President and other individuals under 18 U.S.C. 3506, may be exempt pursuant to 5 U.S.C. 552a(k)(3).

Investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for federal civilian employment, military service, federal contracts, or access to classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent that such material would reveal the identity of a confidential source.

An exemption rule for this record system has been promulgated in accordance with the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 321. For additional information contact the system manager.

Past and present employees of Defense Security Service (DSS) and individuals who have made a complaint, or are the subject of a complaint; or whose request for action, assistance or information has been referred to the Office of Planning and Inspections.

Categories of records in the system:

Documents relating to the organization, planning and execution of internal/external investigations, records created as a result of investigations conducted by the Office of Planning and Inspections including reports of investigations, records of action taken and supporting papers. Files may include documents which have been provided by individual complainants or by others. These records include investigations of both organizational elements and individuals.

Information in the system is collected to resolve a complaint, redress a problem or provide assistance, correct records, take or recommend disciplinary action, reevaluate or rescind previous actions or decisions, conduct or recommend formal investigations or inquiries, provide assistance or guidelines in following prescribed procedures for specific problems, provide advice on how to obtain exception to policy, and to inform the Director of DSS on activities of the Office of Planning and Inspections.

Routine uses of records maintained in the system, including categories of users and the purposes of such uses:

In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act, these records or information contained therein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:

The 'Blanket Routine Uses' published at the beginning of DSS' compilation of system of record notices apply to this system.

Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:

Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the Defense Security Service, Office of FOI and Privacy, 27130 Telegraph Rd., Quantico, VA 22134.

Record access procedures:

Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Defense Security Service, Office of FOI and Privacy, 27130 Telegraph Rd., Quantico, VA 22134.

A request for information must contain the full name of the subject individual. Personal visits will require a valid driver's license or other picture identification and are limited to the Privacy Act Branch.

Decentralized segments and EEO Counselors may be contacted through the DSS Office of Affirmative Action and Equal Opportunity located at the Defense Security Service, 27130 Telegraph Rd., Quantico, VA 22134.

Categories of individuals covered by the system:

DSS employees and applicants for employment who have been counseled by an EEO counselor, and DSS employees and applicants for employment who have filed a complaint of DSS crimination.

Routine uses of records maintained in the system, including categories of users and the purposes of such uses:

In addition to those DSS closures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act, these records or information contained therein may specifically be DSS closed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:

The 'Blanket Routine Uses' published at the beginning of DSS' compilation of systems of records notices apply to this system.

Policies and practices for storing, retrieving, accessing, retaining, and DSS posing of records in the system:

Storage:

Paper records, magnetic media to include DSS k and tape.

Retrievability:

By case number, alphabetically by last name of complainant, and subject.

Safeguards:

Paper records are kept in locked file cabinets, Access is restricted to authorized DSS personnel having a need for the information. Electronic records are housed in secured areas and access is protected by `fail - safe' system software.

Retention and DSS posal:

Records are considered to be temporary. A select few, based on historical significance, may be determined to be permanent. Employment DSS crimination complaint files are destroyed four years after the date of the last action. Affirmative employment plans and reports of on site reviews are destroyed five years from the date of the plan.

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Defense Security Service, Office of FOI and Privacy, 27130 Telegraph Rd., Quantico, VA 22134.

Record access procedures:

Individuals seeking access to records about themselves contained in this system should address written inquiries to the Defense Security Service, Office of FOI and Privacy, 27130 Telegraph Rd., Quantico, VA 22134.

A request for information must contain the full name of the subject individual.

Personal visits will require a valid driver's license or other picture identification and are limited to the Office of FOI and Privacy, 27130 Telegraph Rd., Quantico, VA 22134.

Access to counseling records by individuals concerned may be obtained at the facility where counseling took place.

Temporary records submitted before August 1997, of DSS applicants, stated interest in and/or qualifications for employment.

Authority for maintenance of the system:

FPM Chapters 332 and 333; and 5 U.S.C. 301, Departmental Regulations.

Purpose(s):

Identification of unsolicited applicants and determination of eligibility for positions with DSS; disclosure to other agencies for verification of information submitted.

Routine uses of records maintained in the system, including categories of users and the purposes of such uses:

In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act, these records or information contained therein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:

The 'Blanket Routine Uses' published at the beginning of DSS' compilation of systems of records notices apply to this system.

Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:

Storage:

Paper records in files, loose-leaf binders, paper files of 3x5 cards.

Retrievability:

Filed by type of position for which the applicant applied, or alphabetically by last name of applicant, or numerically by sequential control number.

Safeguards:

Records are maintained in files accessible only to authorized personnel who are properly screened, cleared, and trained.

Retention and disposal:

Records are temporary. Applications of those not interviewed are returned to the applicants. All other records are destroyed two years after the last action.

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Defense Security Service, Office of FOI and Privacy, 27130 Telegraph Rd., Quantico, VA 22134.

Record access procedures:

Individuals seeking access to information about themselves contained in this system should address written inquiries to the Defense Security Service, Privacy Act Branch, 881 Elkridge Landing Road, Building 10, Linthicum, MD 21090-2902.

A request for information must contain the full name and Social Security Number of the subject individual.

Records are used in the investigation and preparation of a case for initial disposition, and possible subsequent determinations in the event of appeal or reconsideration. Records are available for use by the examiner of the original case, or at the appellate level, both within and outside DSS.

Routine uses of records maintained in the system, including categories of users and the purposes of such uses:

In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act, these records or information contained therein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:

The 'Blanket Routine Uses' published at the beginning of DSS' compilation of systems of records notices apply to this system.

Policies and practices for storing, retrieving, accessing, retaining, and disposing of records:

Storage:

Paper records in file folders.

Retrievability:

Filed alphabetically by name.

Safeguards:

Records are maintained in locked containers accessible only to authorized personnel.

Retention and disposal:

Disciplinary action files are destroyed four years after the case is closed. Grievance and administrative appeals files are destroyed four years after the case is closed. Letters of Reprimand are destroyed within two years of the date the case is closed. Performance-based action files are destroyed one year after the case is closed. Destruction is accomplished by burning or shredding.

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Defense Security Service, Office of FOI and PA, 27130 Telegraph Rd., Quantico, VA 22134.

Record access procedures:

Individuals seeking access to information about themselves contained in this system should address written inquiries to the Defense Security Service, Office of FOI and PA, 27130 Telegraph Rd., Quantico, VA 22134.

Individuals need to provide full name and all maiden and alias names under which files may be maintained. Note: Social Security Numbers may be necessary for positive identification of certain records.

Personal visits will require a valid driver's license or other picture identification and are limited to the Defense Security Service, Office of FOI and PA, 27130 Telegraph Rd., Quantico, VA 22134.

Records relating to the selection, notification, and urinalysis testing of employees and applicants for illegal drug use; collection authentication and chain of custody documents; and laboratory test results.

The system contains Drug Program Coordinator records on the selection, notification, and testing (i.e., urine specimens, drug test results, chain of custody records, etc.) of employees and applicants for employment for illegal drug use.

Records contained in this system are also used by the Defense Security Service's Medical Review Officer; the Administrator of any Employee Assistance Program in which the employee is receiving counseling or treatment or is otherwise participating; and supervisory or management officials having authority to recommend or take adverse actions.

Routine uses of records maintained in the system, including categories of users and the purposes of such uses:

In addition to those DSS closures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act, these records or information contained therein may specifically be DSS closed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:

In order to comply with provisions of 5 U.S.C. 7301, the DSS 'Blanket Routine Uses' do not apply to this system of records.

To a court of competent jurisdiction where required by the United States Government to defend against any challenge against any adverse personnel action.

Policies and practices for storing, retrieving, accessing, retaining, and DSS posing of records in the system:

Paper records and DSS kettes are maintained in locked containers accessible only to authorized personnel. All employee and applicant records are maintained and used with the highest regard for the individual's privacy. Only persons with a need-to-know and trained in the handling of information protected by the Privacy Act have access to the system.

Retention and DSS posal:

Records are destroyed after two years. Records regarding applicants not accepted for employment will be destroyed 6 months after the testing date. Destruction of paper records is accomplished by shredding or burning. Electronic records are erased or overwritten.

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Defense Security Service, Office of FOI and PA, 27130 Telegraph Rd., Quantico, VA 22134.

The individual must provide their full name, Social Security Number, the title, series, and grade of the position they occupied or applied for when the drug test was conducted, and the month and year of the test.

Record access procedures:

Individuals seeking access to records about themselves contained in this system should address written inquiries to the Defense Security Service, Office of FOI and PA, 27130 Telegraph Rd., Quantico, VA 22134.

The request for access must contain the individual's full name and Social Security Number.

Personal visits will require a valid driver's license or other picture identification and are limited to the Defense Security Service, Office of FOI and PA, 27130 Telegraph Rd., Quantico, VA 22134.

Files are used during an individual's employment with the agency to provide a basis for determining eligibility for assignment to, or retention in, a sensitive position; granting security clearance; evidence of clearance and access to classified defense information; and to verify security clearance information of individuals visiting other offices regarding classified matters. File information may be provided to other authorized government departments, agencies or offices when a change of the individual's employment is considered.

Routine uses of records maintained in the system, including categories of users and the purposes of such uses:

In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act, these records or information contained therein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:

The 'Blanket Routine Uses' published at the beginning of DSS' compilation of systems of records notices apply to this system.

Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:

Paper records are filed alphabetically by last name and by location (Operating Location). Summary data is retrievable by Social Security Number or by name.

Safeguards:

All system records are maintained in locked security containers accessible only to authorized personnel. Summary data is accessed only by authorized personnel using assigned system passwords.

Retention and disposal:

Records are kept for two years after termination of an individual's employment with DSS. Longer retention, not to exceed five years after termination of employment, may be approved by the Chief, Office of Security, DSS. Paper records are destroyed by burning or shredding; electronic records are erased or overwritten.

Individuals seeking to determine if information about themselves is contained in this system should address written inquiries to the Defense Security Service, Office of FOI and PA, 27130 Telegraph Rd., Quantico, VA 22134.

Record access procedures:

Individuals seeking access to information about themselves contained in this system should address written inquiries to the Defense Security Service, Office of FOI and PA, 27130 Telegraph Rd., Quantico, VA 22134.

A request for information must contain the full name and Social Security number of the subject individual.

Personal visits will require a valid driver's license or other picture identification and are limited to the Defense Security Service, Office of FOI and PA, 27130 Telegraph Rd., Quantico, VA 22134.

Indivduals who have been the subject of adverse actions generated by the agency employee relations process, Merit Systems Protection Board (MSPB) appellants and Equal Employment Opportunity Commission (EEOC) complainants, Freedom of Information Act (FOIA) and Privacy Act litigants, and individuals involved in litigation against DSS or other government agencies.

To collect documentation pertinent to litigation, DSS ciplinary matters, and administrative actions concerning the Agency. Information is compiled to support various legal-related activities of the Department of Defense, Department of Justice, the Office of Personnel Management, or other adjudicative agencies of the U.S. Government as may be necessary or required in the DSS position of an individual case.

Routine uses of records maintained in the system, including categories of users and the purposes of such uses:

In addition to those DSS closures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act, these records or information contained therein may specifically be DSS closed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:

The 'Blanket Routine Uses' published at the beginning of DSS' compilation of systems of records notices apply to this system.

Policies and practices for storing, retrieving, accessing, retaining, and DSS posing of records:

Storage:

Paper records in file folders and electronic records.

Retrievability:

Alphabetically by surname of individual.

Safeguards:

Records are kept in locked cabinets and are accessible only to authorized personnel.

Retention and DSS posal:

Records are held 5 years after date of last action, then retired to the Washington National Records Center. They are destroyed when 25 years old.

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Defense Security Service, Office of FOI and PA, 27130 Telegraph Rd., Quantico, VA 22134.

A request for information must contain the full name and Social Security number of the subject individual.

Record access procedures:

Individuals seeking access to records about themselves contained in this system should address written inquiries to the Defense Security Service, Privacy Act Office, 27130 Telegraph Rd., Quantico, VA 22134.

A request for information must contain the full name and Social Security number of the subject individual.